Mail Merge Question: Skipping Field that is blank

I wasn't doing the final handbook and the woman I was helping isn't
experienced with merges. The database was sent to me in Access and the
editor doesn't have that. Plus she has limited experience with Excel. I
needed to get her something she could easily (and quickly) copy and paste
into her Publisher file. All of this was being done via email.

--
JoAnn Paules
MVP Microsoft [Publisher]

~~~~~
How to ask a question
http://support.microsoft.com/KB/555375


"Mary Sauer" wrote in message

> Why aren't you using the catalog merge? It is the right application for a
> directory.
>
> --
> Mary Sauer MSFT MVP
> http://office.microsoft.com/
> http://msauer.mvps.org/
> news://msnews.microsoft.com
>
> "JoAnn Paules" wrote in message
>
>> Mine is just a list.
>>
>> Name
>> Address
>> City, State Zip
>> Phone
>> Chapter, region
>> Class number
>>
>> Name
>> Address
>> City, State Zip
>> Phone
>> Chapter, region
>> Class number
>>
>> etc.
>> This goes one for about 30 pages, three columns wide. No tables.
>>
>> I'm curious what kind of group you're doing yours for.
>>
>> --
>> JoAnn Paules
>> MVP Microsoft [Publisher]
>>
>> ~~~~~
>> How to ask a question
>> http://support.microsoft.com/KB/555375
>>
>>
>> "me04984" wrote in message
>>
>>> JoAnn,
>>> thanks for the idea, I may have to do that. The publisher catalog merge
>>> sounded so easy and simple but it's really not. What did you do, set up
>>> Word
>>> with tables and then merge the addresses in it? I have over 1100 in 26
>>> chapters with name, address, phone, email and chapter. So I should
>>> probably
>>> put them all into one Excel file and then merge into Word? Any help you
>>> can
>>> give me I'd appreciate as I'm getting nowhere but frustrated with the
>>> Publisher catalog merge and I'm under a time pressure.
>>> if you want to email me directly. melanief.RemoveThis@megalink.net thanks a
>>> million!
>>> melanie
>>>
>>>
>>> "JoAnn Paules" wrote:
>>>
>>>> What I've had success with is to merge into Word and then copy and
>>>> paste it
>>>> into Publisher. Please bear in mind that what I am creating is a list
>>>> of
>>>> over 600 participants with their addresses, phone numbers, chapter
>>>> affiliation, and class numbers.
>>>>
>>>> --
>>>>
>>>> JoAnn Paules
>>>> Microsoft MVP - Publisher
>>>>
>>>> How to ask a question
>>>> http://support.microsoft.com/kb/555375
>>>>
>>>>
>>>>
>>>> "me04984" wrote in message
>>>>
>>>> > Further I am not trying to use color. it's just names and addresses
>>>> > in
>>>> > black
>>>> > print.
>>>> >
>>>> > "Mary Sauer" wrote:
>>>> >
>>>> >> Mail Merge
>>>> >> A mail merge creates a unique document for each record in the mail
>>>> >> merge.
>>>> >> It is
>>>> >> usually not desirable to apply a mail merge (create individually
>>>> >> unique
>>>> >> publications) and to convert the publication to process mode for
>>>> >> printing
>>>> >> to an
>>>> >> outside printer (for mass production) at the same time. For this
>>>> >> reason,
>>>> >> Publisher 2002 is designed to cancel these mutually exclusive
>>>> >> features.
>>>> >>
>>>> >> If you enable your document for one of the process color modes, and
>>>> >> then
>>>> >> you
>>>> >> click Mail Merge on the Tools menu, the Mail Merge Wizard and other
>>>> >> options are
>>>> >> not available.
>>>> >>
>>>> >> If you start the Mail Merge Wizard and select your data source, the
>>>> >> Color
>>>> >> Printing option under Commercial Printing Tools on the Tools menu is
>>>> >> not
>>>> >> available.
>>>> >>
>>>> >> --
>>>> >> Mary Sauer MSFT MVP
>>>> >> http://office.microsoft.com/
>>>> >> http://msauer.mvps.org/
>>>> >> news://msnews.microsoft.com
>>>> >>
>>>> >> "me04984" wrote in message
>>>> >>
>>>> >> > Ok, I went thru each step again! I wasn't saving the first part.
>>>> >> > so
>>>> >> > now I
>>>> >> > come to print merge and it only shows one per page but worse yet,
>>>> >> > it
>>>> >> > says it
>>>> >> > cannot print because I don't have CMYK orlater. I looked on my
>>>> >> > printer
>>>> >> > and
>>>> >> > that part is grayed out. How do I get the CMYK OR SEPARATIONS
>>>> >> > feature?
>>>> >> >
>>>> >> >
>>>> >> > "Mary Sauer" wrote:
>>>> >> >
>>>> >> >> You must setup your merge and then the print merge dialogue will
>>>> >> >> be
>>>> >> >> available.
>>>> >> >>
>>>> >> >> Open help, scroll down to Mail Merge, expand, click on Create a
>>>> >> >> mail
>>>> >> >> merge.
>>>> >> >>
>>>> >> >> --
>>>> >> >> Mary Sauer MSFT MVP
>>>> >> >> http://office.microsoft.com/
>>>> >> >> http://msauer.mvps.org/
>>>> >> >> news://msnews.microsoft.com
>>>> >> >>
>>>> >> >> "me04984" wrote in message
>>>> >> >>
>>>> >> >> > Under file, my only options are Page Setup, Print View, and
>>>> >> >> > Print.
>>>> >> >> > there is
>>>> >> >> > not a Print Merge option. what next?
>>>> >> >> >
>>>> >> >> > "Mary Sauer" wrote:
>>>> >> >> >
>>>> >> >> >> File, print merge...this is the print dialog to which I am
>>>> >> >> >> referring.
>>>> >> >> >>
>>>> >> >> >> --
>>>> >> >> >> Mary Sauer MSFT MVP
>>>> >> >> >> http://office.microsoft.com/
>>>> >> >> >> http://msauer.mvps.org/
>>>> >> >> >> news://msnews.microsoft.com
>>>> >> >> >>
>>>> >> >> >> "me04984" wrote in message
>>>> >> >> >>
>>>> >> >> >> > Mary, I have seen that as a solution here but have looked
>>>> >> >> >> > again
>>>> >> >> >> > and
>>>> >> >> >> > again
>>>> >> >> >> > and
>>>> >> >> >> > again and do not find it in my Publisher 2003. Can you be
>>>> >> >> >> > more
>>>> >> >> >> > specific
>>>> >> >> >> > as
>>>> >> >> >> > to
>>>> >> >> >> > where i is? Maybe I don't know what "print dialog" means.
>>>> >> >> >> >
>>>> >> >> >> > "Mary Sauer" wrote:
>>>> >> >> >> >
>>>> >> >> >> >> There is a check-off in the print dialogue that says "Don't
>>>> >> >> >> >> print lines
>>>> >> >> >> >> that
>>>> >> >> >> >> contain only empty fields."
>>>> >> >> >> >>
>>>> >> >> >> >>
>>>> >> >> >> >> --
>>>> >> >> >> >> Mary Sauer MSFT MVP
>>>> >> >> >> >> http://office.microsoft.com/
>>>> >> >> >> >> http://msauer.mvps.org/
>>>> >> >> >> >> news://msnews.microsoft.com
>>>> >> >> >> >>
>>>> >> >> >> >> "me04984" wrote in
>>>> >> >> >> >> message
>>>> >> >> >> >>
>>>> >> >> >> >> >I would like to know this too, did anyone ever find an
>>>> >> >> >> >> >answer.
>>>> >> >> >> >> >I
>>>> >> >> >> >> >checked
>>>> >> >> >> >> >all
>>>> >> >> >> >> > the resources listed and it doesn't address this issue.
>>>> >> >> >> >> > My
>>>> >> >> >> >> > addresses
>>>> >> >> >> >> > have
>>>> >> >> >> >> > four or five lines and if one is skipped, it looks like
>>>> >> >> >> >> > the
>>>> >> >> >> >> > fifth one
>>>> >> >> >> >> > goes
>>>> >> >> >> >> > with the next one. How can I make it fill in and not show
>>>> >> >> >> >> > a
>>>> >> >> >> >> > blank
>>>> >> >> >> >> > line?
>>>> >> >> >> >> >
>>>> >> >> >> >> >
>>>> >> >> >> >> > "torana_girl77" wrote:
>>>> >> >> >> >> >
>>>> >> >> >> >> >> Alcide,
>>>> >> >> >> >> >> I can't help as i am in the same boat but i was
>>>> >> >> >> >> >> wondering if
>>>> >> >> >> >> >> you can
>>>> >> >> >> >> >> tell
>>>> >> >> >> >> >> me
>>>> >> >> >> >> >> how to do it word. i can't seem to find the answer
>>>> >> >> >> >> >> anywhere.
>>>> >> >> >> >> >>
>>>> >> >> >> >> >> Thanks Peta
>>>> >> >> >> >> >>
>>>> >> >> >> >> >> "Alcide" wrote:
>>>> >> >> >> >> >>
>>>> >> >> >> >> >> > Hello All,
>>>> >> >> >> >> >> >
>>>> >> >> >> >> >> > When merging data into a Publisher 2003 mail merge
>>>> >> >> >> >> >> > field is
>>>> >> >> >> >> >> > there
>>>> >> >> >> >> >> > a
>>>> >> >> >> >> >> > way
>>>> >> >> >> >> >> > to
>>>> >> >> >> >> >> > skip or not print a field if it is blank (or some
>>>> >> >> >> >> >> > other
>>>> >> >> >> >> >> > criteria),
>>>> >> >> >> >> >> > as
>>>> >> >> >> >> >> > one
>>>> >> >> >> >> >> > can
>>>> >> >> >> >> >> > do in Word. Consider the case where there is a field
>>>> >> >> >> >> >> > for
>>>> >> >> >> >> >> > Middle
>>>> >> >> >> >> >> > Initial,
>>>> >> >> >> >> >> > but
>>>> >> >> >> >> >> > many people don't have them or don't use them. Without
>>>> >> >> >> >> >> > being able
>>>> >> >> >> >> >> > to
>>>> >> >> >> >> >> > skip
>>>> >> >> >> >> >> > the
>>>> >> >> >> >> >> > blank fields I get an extra space, which is visually
>>>> >> >> >> >> >> > awful.
>>>> >> >> >> >> >> >
>>>> >> >> >> >> >> > Any help or hints on this matter would be greatly
>>>> >> >> >> >> >> > appreciated.
>>>> >> >> >> >> >> >
>>>> >> >> >> >> >> > Thanks in advance for the assistance.
>>>> >> >> >> >>
>>>> >> >> >> >>
>>>> >> >> >> >>
>>>> >> >> >>
>>>> >> >> >>
>>>> >> >> >>
>>>> >> >>
>>>> >> >>
>>>> >> >>
>>>> >>
>>>> >>
>>>> >>
>>>>
>>>>
>>
>>
>
>

Mine is simply two columns of
Name
Address
city, state, zip
Phone
e-mail
Chapter

Now I am making some changes on the other pages and cannot even print it
off. A message keeps coming up that says. "Publisher cannot print this
publication.To print composite CMYK or separations, you must use a printer
driver that is set to output PostScript language level 2 or later."

Now this is after I have printed off many pages since starting this project
in an effort to perfect the booklet. Mary, what does this mean? I have three
printers and and it says the same thing on all of them!

Melanie



"JoAnn Paules" wrote:

> Mine is just a list.
>
> Name
> Address
> City, State Zip
> Phone
> Chapter, region
> Class number
>
> Name
> Address
> City, State Zip
> Phone
> Chapter, region
> Class number
>
> etc.
> This goes one for about 30 pages, three columns wide. No tables.
>
> I'm curious what kind of group you're doing yours for.
>
> --
> JoAnn Paules
> MVP Microsoft [Publisher]
>
> ~~~~~
> How to ask a question
> http://support.microsoft.com/KB/555375
>
>
> "me04984" wrote in message
>
> > JoAnn,
> > thanks for the idea, I may have to do that. The publisher catalog merge
> > sounded so easy and simple but it's really not. What did you do, set up
> > Word
> > with tables and then merge the addresses in it? I have over 1100 in 26
> > chapters with name, address, phone, email and chapter. So I should
> > probably
> > put them all into one Excel file and then merge into Word? Any help you
> > can
> > give me I'd appreciate as I'm getting nowhere but frustrated with the
> > Publisher catalog merge and I'm under a time pressure.
> > if you want to email me directly. melanief.TakeThisOut@megalink.net thanks a
> > million!
> > melanie
> >
> >
> > "JoAnn Paules" wrote:
> >
> >> What I've had success with is to merge into Word and then copy and paste
> >> it
> >> into Publisher. Please bear in mind that what I am creating is a list of
> >> over 600 participants with their addresses, phone numbers, chapter
> >> affiliation, and class numbers.
> >>
> >> --
> >>
> >> JoAnn Paules
> >> Microsoft MVP - Publisher
> >>
> >> How to ask a question
> >> http://support.microsoft.com/kb/555375
> >>
> >>
> >>
> >> "me04984" wrote in message
> >>
> >> > Further I am not trying to use color. it's just names and addresses in
> >> > black
> >> > print.
> >> >
> >> > "Mary Sauer" wrote:
> >> >
> >> >> Mail Merge
> >> >> A mail merge creates a unique document for each record in the mail
> >> >> merge.
> >> >> It is
> >> >> usually not desirable to apply a mail merge (create individually
> >> >> unique
> >> >> publications) and to convert the publication to process mode for
> >> >> printing
> >> >> to an
> >> >> outside printer (for mass production) at the same time. For this
> >> >> reason,
> >> >> Publisher 2002 is designed to cancel these mutually exclusive
> >> >> features.
> >> >>
> >> >> If you enable your document for one of the process color modes, and
> >> >> then
> >> >> you
> >> >> click Mail Merge on the Tools menu, the Mail Merge Wizard and other
> >> >> options are
> >> >> not available.
> >> >>
> >> >> If you start the Mail Merge Wizard and select your data source, the
> >> >> Color
> >> >> Printing option under Commercial Printing Tools on the Tools menu is
> >> >> not
> >> >> available.
> >> >>
> >> >> --
> >> >> Mary Sauer MSFT MVP
> >> >> http://office.microsoft.com/
> >> >> http://msauer.mvps.org/
> >> >> news://msnews.microsoft.com
> >> >>
> >> >> "me04984" wrote in message
> >> >>
> >> >> > Ok, I went thru each step again! I wasn't saving the first part. so
> >> >> > now I
> >> >> > come to print merge and it only shows one per page but worse yet, it
> >> >> > says it
> >> >> > cannot print because I don't have CMYK orlater. I looked on my
> >> >> > printer
> >> >> > and
> >> >> > that part is grayed out. How do I get the CMYK OR SEPARATIONS
> >> >> > feature?
> >> >> >
> >> >> >
> >> >> > "Mary Sauer" wrote:
> >> >> >
> >> >> >> You must setup your merge and then the print merge dialogue will be
> >> >> >> available.
> >> >> >>
> >> >> >> Open help, scroll down to Mail Merge, expand, click on Create a
> >> >> >> mail
> >> >> >> merge.
> >> >> >>
> >> >> >> --
> >> >> >> Mary Sauer MSFT MVP
> >> >> >> http://office.microsoft.com/
> >> >> >> http://msauer.mvps.org/
> >> >> >> news://msnews.microsoft.com
> >> >> >>
> >> >> >> "me04984" wrote in message
> >> >> >>
> >> >> >> > Under file, my only options are Page Setup, Print View, and
> >> >> >> > Print.
> >> >> >> > there is
> >> >> >> > not a Print Merge option. what next?
> >> >> >> >
> >> >> >> > "Mary Sauer" wrote:
> >> >> >> >
> >> >> >> >> File, print merge...this is the print dialog to which I am
> >> >> >> >> referring.
> >> >> >> >>
> >> >> >> >> --
> >> >> >> >> Mary Sauer MSFT MVP
> >> >> >> >> http://office.microsoft.com/
> >> >> >> >> http://msauer.mvps.org/
> >> >> >> >> news://msnews.microsoft.com
> >> >> >> >>
> >> >> >> >> "me04984" wrote in message
> >> >> >> >>
> >> >> >> >> > Mary, I have seen that as a solution here but have looked
> >> >> >> >> > again
> >> >> >> >> > and
> >> >> >> >> > again
> >> >> >> >> > and
> >> >> >> >> > again and do not find it in my Publisher 2003. Can you be more
> >> >> >> >> > specific
> >> >> >> >> > as
> >> >> >> >> > to
> >> >> >> >> > where i is? Maybe I don't know what "print dialog" means.
> >> >> >> >> >
> >> >> >> >> > "Mary Sauer" wrote:
> >> >> >> >> >
> >> >> >> >> >> There is a check-off in the print dialogue that says "Don't
> >> >> >> >> >> print lines
> >> >> >> >> >> that
> >> >> >> >> >> contain only empty fields."
> >> >> >> >> >>
> >> >> >> >> >>
> >> >> >> >> >> --
> >> >> >> >> >> Mary Sauer MSFT MVP
> >> >> >> >> >> http://office.microsoft.com/
> >> >> >> >> >> http://msauer.mvps.org/
> >> >> >> >> >> news://msnews.microsoft.com
> >> >> >> >> >>
> >> >> >> >> >> "me04984" wrote in
> >> >> >> >> >> message
> >> >> >> >> >>
> >> >> >> >> >> >I would like to know this too, did anyone ever find an
> >> >> >> >> >> >answer.
> >> >> >> >> >> >I
> >> >> >> >> >> >checked
> >> >> >> >> >> >all
> >> >> >> >> >> > the resources listed and it doesn't address this issue. My
> >> >> >> >> >> > addresses
> >> >> >> >> >> > have
> >> >> >> >> >> > four or five lines and if one is skipped, it looks like the
> >> >> >> >> >> > fifth one
> >> >> >> >> >> > goes
> >> >> >> >> >> > with the next one. How can I make it fill in and not show a
> >> >> >> >> >> > blank
> >> >> >> >> >> > line?
> >> >> >> >> >> >
> >> >> >> >> >> >
> >> >> >> >> >> > "torana_girl77" wrote:
> >> >> >> >> >> >
> >> >> >> >> >> >> Alcide,
> >> >> >> >> >> >> I can't help as i am in the same boat but i was wondering
> >> >> >> >> >> >> if
> >> >> >> >> >> >> you can
> >> >> >> >> >> >> tell
> >> >> >> >> >> >> me
> >> >> >> >> >> >> how to do it word. i can't seem to find the answer
> >> >> >> >> >> >> anywhere.
> >> >> >> >> >> >>
> >> >> >> >> >> >> Thanks Peta
> >> >> >> >> >> >>
> >> >> >> >> >> >> "Alcide" wrote:
> >> >> >> >> >> >>
> >> >> >> >> >> >> > Hello All,
> >> >> >> >> >> >> >
> >> >> >> >> >> >> > When merging data into a Publisher 2003 mail merge field
> >> >> >> >> >> >> > is
> >> >> >> >> >> >> > there
> >> >> >> >> >> >> > a
> >> >> >> >> >> >> > way
> >> >> >> >> >> >> > to
> >> >> >> >> >> >> > skip or not print a field if it is blank (or some other
> >> >> >> >> >> >> > criteria),
> >> >> >> >> >> >> > as
> >> >> >> >> >> >> > one
> >> >> >> >> >> >> > can
> >> >> >> >> >> >> > do in Word. Consider the case where there is a field for
> >> >> >> >> >> >> > Middle
> >> >> >> >> >> >> > Initial,
> >> >> >> >> >> >> > but
> >> >> >> >> >> >> > many people don't have them or don't use them. Without
> >> >> >> >> >> >> > being able
> >> >> >> >> >> >> > to
> >> >> >> >> >> >> > skip
> >> >> >> >> >> >> > the
> >> >> >> >> >> >> > blank fields I get an extra space, which is visually
> >> >> >> >> >> >> > awful.
> >> >> >> >> >> >> >
> >> >> >> >> >> >> > Any help or hints on this matter would be greatly
> >> >> >> >> >> >> > appreciated.
> >> >> >> >> >> >> >
> >> >> >> >> >> >> > Thanks in advance for the assistance.
> >> >> >> >> >>
> >> >> >> >> >>
> >> >> >> >> >>
> >> >> >> >>
> >> >> >> >>
> >> >> >> >>
> >> >> >>
> >> >> >>
> >> >> >>
> >> >>
> >> >>
> >> >>
> >>
> >>
>
>
>